A long time ago, in a galaxy far away -- well, OK, it was just Miami, but still -- my boss forced me to take an all-day training class on time management. I didn't want to! I didn't have the time! I was snowed under! There was too much to do!
Which, of course, is exactly why he sent me. I came back a convert.
Time management was a great tool, I discovered, to help me life a richer, fuller life by helping me find the time for the things that gave me joy and added value to my life.
And ever since, I've been preaching that gospel. Here are some of my favorite "sermons."
My favorite time management tips
In no particular order, here are my top 14 time management tips:
Why are you doing what you're doing?
If you're just doing stuff to stay busy, you're going nowhere -- fast. Know where you want to be down the road and let time management be your roadmap on how to get there. Set goals and use those goals to create your task lists. Every day. If you put off a task more than 3 days, ask yourself why.
The Pareto Principle
From a time management perspective, this principle means we should focus 80% of our efforts on the 20% of our activities that brings us real results.
3. Multitasking sucks
Research has shown that multitasking lowers your effective IQ by 10 points, or as much as if you'd smoke a joint of pot. You get that back, of course, but do you have any IQ points to lose, even short term? Other research indicates that you can "dual task" -- do 2 things at the same time -- without damaging your effectiveness but these tasks must be of equal importance. Switching back and forth between multiple tasks always creates a "Gee, what was I doing?" lag time of about 23 minutes that none of us can afford to lose.
Time-blocking is essential
This was one of the toughest things for me to learn after leaving my corporate gig to run my own business. I had to assign specific blocks of time to do all the tasks that needed to be done; otherwise, I was just churning away at busy work. If you are a business owner also, then one of the specific blocks of time has to be devoted to business building. You always need to spend time growing and improving your business. Time-blocking will help you focus on being busy doing the right things.
Take control of your distractions
If you want to get things done, you need to control your distractions -- and our electronic devices are among the biggest (more on other distractions later). Just because your phone rings doesn't mean you have to answer it. Heresy, right? Control your devices by allotting a certain time of day, for a certain amount of time, to return calls, check texts and so forth. You will not miss anything, I promise. And best of all, you'll get important stuff done.
Email is a productivity killer
Here's where many people in my Time Tips Pro group break out into a cold sweat. I tell them to turn off their email notifications. No little bell or buzzer, and no little icon on the bottom of your screen. Why? Refer to "multitasking sucks." In fact, I strongly urge you to close your email program entirely except for 3 pre-determined times during the day: (1) Mid-morning; (2) right after lunch; and (3) near the close of business for the day.
Here's why: Every time you open your email, you are giving up control of your day. You are allowing other people's wishes and issues come before yours. Yes, there will be occasions when you're waiting for an important email that you know will be waiting for you when you turn on the computer, but how often, really, is that the case? Don't give up your power to your inbox.
Close your tabs
Right now, I have 2 browser tabs open -- my online timer (which would still be ticking away even if I closed it) and LinkedIn so I can write this article. If you've got more than 3 open at one time, be sure they are necessary. And if one of them is social media...you know, just in case something funny pops up...Shut. It. Down.
Schedule your important tasks during high-productivity times
It doesn't matter when you stagger out of bed: Research has shown that you are most productive for 2.5 hours beginning about 2 hours after you wake up. So even if you get up at noon (what that's like?), your most productive time will be between 2-4:30 p.m. Don't squander it!
Make good use of your "down" time
"What's that?" I hear you ask. Down time during your work day is when you are on hold, when you're sitting in the doctor's office waiting to be directed to yet another room where you will sit for another 20 minutes, when you're waiting in the parking lot to pick up your kid from soccer and so on. It's those bits and snatches of time that show up unexpectedly every day. Use them wisely: If you can't complete an entire project, take those few minutes to do something. Anything.
Create a list of quickie tasks
This is related to the previous tip, but goes beyond that. On occasion, we'll reach a point where the brain stops functioning at its optimum level but we can't just throw up our hands and walk away. Whatever it is you're working on, it must be done before you quit for the day.
When you get stuck, pull out your handy-dandy list of 5-minute projects and get them done. Could be filing papers, cleaning your inbox -- whatever. Be sure to set a timer so you don't go over your allotted time. There are 2 bonus points for this: You get some piddly tasks off your plate and you'll come back to your original project with a fresh set of eyes.
Rushing makes you stupid
You make more mistakes and your creativity goes in the toilet when you're in a rush. Slow down. You'll get more quality work done if you do and you'll do it faster, even at a slower speed, as strange as that sounds. Remember this: If you can't find the time to do it right the first time, how will you find the time to do it over?
Challenge yourself
Give yourself a tight deadline -- not out of reach, but something that gives you a little competitive edge over the task. This works especially well when you're doing things you hate but still have to complete. And when you've finished that task, give yourself a treat. You deserve it!
- "But I WANNA quit!"
Yep. Been there. When you get to the stage where you want to throw the computer off a tall building, tell yourself, "Just 5 more." 5 more pages, 5 more minutes, 5 more anythings. You can do it. Who knows? You may get into your task so much that over-shoot your limit of 5. Make good use of it and keep going!
- Give yourself a break
Could be a real vacation. Could be 5 minutes of standing outside and admiring the clouds or playing with the dog or whatever the heck you want. It's vital to your mental, emotional and physical health take a break. Never work more than 90 minutes without taking a break; most experts recommend taking 10 minutes off every hour. Go ahead; you have my permission.
What's the most valuable time management lesson you've learned? Please share in the comments.
